All information must be obtained through a disbursing office where records are maintained in a secured area. Information would be furnished only to the individual himself or to one having a vested interest in the information (18) What formal or informal arrangement does the Treasury Department have with congressional committees for the authorizing and reviewing of new data banks and the clearance of new electronic or mechanized record-management techniques? Bureau officials appear annually at Congressional Appropriation Hearings at which data bank matters are discussed. (Last hearing was held May 6 1971.) (19-A) Have any data programs or the development of other comprehensive records systems been discussed before other congressional committees by Treasury Department representatives? No. (B) Have any been specifically approved by Congress or congressional com mittees? No. (C) If so, would you please supply any available testimony, or citations to such hearings? Not applicable. BUREAU OF ACCOUNTS B. MASTER FILE (SS) Date Response Prepared.-November 16, 1971 Class of File.-All Other Files File Control No.-02 File Medium.-Magnetic Tape National Security Classification.-None (1) Describe briefly the major categories of data on individuals presently maintained and stored under auspices of the Treasury Department and its agencies and the approximate number of subject individuals covered in each category. Disbursing offices under the Department of the Treasury maintain master files for the issuance of recurring monthly benefit payments authorized by the Social Security Administration. The master file consists of magnetic tapes containing payee records which include the name, address, account number, and amount paid to each recipient on a monthly basis. Using information supplied by the authorizing agency, the file is updated monthly to delete or add records or change information on existing records. A check is issued to each payee from the magnetic tape record on the monthly updated file. There are approximately 24 million individuals represented on this file. (2) Under what statutory and administrative authority was each data bank established and for what purpose? Please supply copies of pertinent federal statutes, regulations and memoranda on which this authority is based and by which it is implemented. Disbursing authority was established by Executive Order No. 6166, S4 dated June 10, 1933. (5 U.S.C. 901 nt) Authority to use automatic data processing equipment and methods was established by Treasury Department Administrative Circular No. 73, dated June 27, 1962. [See Attachment 1] (3) Are Treasury Department controls, guidelines, or advice required by or offered to State officials and private individuals who either administer or who utilize this data-gathering program? Please supply copies of pertinent rules or advisory documents as issued by Federal and State agencies. No. (4) For each category and each conglomerate of data, indicate its present state of computerization or other mechanization for access and retrieval as well as for evaluation and analysis. The master file is a simple reel of magnetic tape with recorded payment data. There are no sophisticated systems for access and retrieval of information. It is possible to mechanically search the tape to find a particular record. The data consists of complete payee records (as mentioned in No. 1 above), but is not of a nature which lends itself to evaluation and analysis. (5) Describe plans for further computerization or mechanization in each program. None. (6) In what instances would each system be utilized? By what officials and by what agencies? Not applicable. (7) For each new data storage and processing program, please describe: (a) the advantages; and (b) the extent to which it permits correlating, common storage and multi-faceted analysis of data on a scale not hitherto available. Not applicable. (8) What specific subject areas concerning an individual's background, personal life, personality and habits are noted in each data program? None. (9) Has the Treasury Department and its component agencies developed comprehensive guidelines governing maintenance of any or all the various data systems, access to them, review and disclosure of material in them, and distribution of data to other agencies? If so, please supply copies. No. (10-A) Is the subject individual or his representative notified of the fact that he is in the data bank? The individual is not notified automatically that information about him is in the data bank. (B) Is he allowed to review the data on record about him; to supplement his file; or to explain or rebut inaccurate material? Please describe the precise limitations on such rights for each restriction. Data is changed upon individual's notification to authorizing agency which determines need for change. (11) What aspects of the recorded data are available to other persons? Who, specifically? For what purpose? By what authority? None. (12) Is a record maintained of each inspection or use of the individual's record? A microfilm record is maintained of each month's use. (13) For each data bank, please indicate how the information is collected, whether it is solicited from the individual, from third persons, or from existing records. Initial information is received from the authorizing agency. Its source is the individual or his representative. (14) What officials in your agency are responsible for determining the accuracy of information in the data bank? What provisions are made, procedurally, for deleting information found to be inaccurate or inappropriate, either on the initiative of the agency or on motion of the individual? None. Accuracy is the responsibility of the administrative agency serviced. (15) What other agencies have access to information or use of information in each data bank? Only the agency which supplied the information has access to it. (16) What states and federal agencies may utilize the data in your computerized files by coding, interfacing and other devices relating to their own computers? None. (17) What security devices and procedures are utilized to prevent: (a) unauthorized access to the data file; and (b) improper use of the information? All information must be obtained through a disbursing office where records are maintained in a secured area. Information would be furnished only to the individual himself or to one having a vested interest in the information. (18) What formal or informal arrangement does the Treasury Department have with congressional committees for the authorizing and reviewing of new data banks and the clearance of new electronic or mechanized record-management techniques? Bureau officials appear annually at Congressional Appropriation Hearings at which data bank matters are discussed. (Last hearing was held May 6, 1971.) (19-A) Have any data programs or the development of other comprehensive records systems been discussed before other congressional committees by Treasury Department representatives? No. (B) Have any been specifically approved by Congress or congressional committees? No. (C) If so, would you please supply any available testimony, or citations to such hearings? Not applicable. BUREAU OF ACCOUNTS C. MASTER FILE (CSC) Date Response Prepared.-November 16, 1971 Class of File.-All Other Files File Medium.-Magnetic Tape National Security Classification.-None (1) Describe briefly the major categories of data on individuals presently maintained and stored under auspices of the Treasury Department and its agencies and the approximate number of subject individuals covered in each category. Disbursing offices under the Department of the Treasury maintain master files for the issuance of recurring monthly benefit payments authorized by the Civil Service Commission. The master file consists of magnetic tapes containing payee records which include the name, address, account number, and amount paid to each recipient on a monthly basis. Using information supplied by the authorizing agency, the file is updated monthly to delete or add records or change information on existing records. A check is issued to each payee from the magnetic tape record on the monthly updated file. There are approximately 1 million individuals represented on this file. (2) Under what statutory and administrative authority was each data bank established and for what purpose? Please supply copies of pertinent federal statutes, regulations and memoranda on which this authority is based and by which it is implemented. Disbursing authority was established by Executive Order No. 6166, S4 dated June 10, 1933 (5 U.S.C. 901 nt). Authority to use automatic data processing equipment and methods was established by Treasury Department Administrative Circular No. 73, dated June 27, 1962. [See Attachment 1] (3) Are Treasury Department controls, guidelines, or advice required by or offered to state officials and private individuals who either administer or who utilize this data-gathering program? Please supply copies of pertinent rules or advisory documents as issued by federal and state agencies. No. (4) For each category and each conglomerate of data, indicate its present state of computerization or other mechanization for access and retrieval as well as for evaluation and analysis. The master file is a simple reel of magnetic tape with recorded payment data. There are no sophisticated systems for access and retrieval of information. It is possible to mechanically search the tape to find a particular record. The data consists of complete payee records (as mentioned in No. 1 above), but is not of a nature which lends itself to evaluation and analysis. (5) Describe plans for further computerization or mechanization in each program. None. (6) In what instances would each system be utilized? By what officials and by what agencies? Not applicable. (7) For each new data storage and processing program, please describe: (a) the advantages; and (b) the extent to which it permits correlating, common storage and multi-faceted analysis of data on a scale not hitherto available. Not applicable. (8) What specific subject areas concerning an individual's background, personal life, personality and habits are noted in each data program? None. (9) Has the Treasury Department and its component agencies developed comprehensive guidelines governing maintenance of any or all the various data systems, access to them, review and disclosure of material in them, and distribution of data to other agencies? If so, please supply copies. No. (10-A.) Is the subject individual or his representative notified of the fact that he is in the data bank? The individual is not notified automatically that information about him is in the data bank. (B) Is he allowed to review the data on record about him; to supplement his file; or to explain or rebut inaccurate material? Please describe the precise limitations on such rights for each restriction. Data is changed upon individual's notification to authorizing agency which determines need for change. (11) What aspects of the recorded data are available to other persons? Who, specifically? For what purpose? By what authority? None. (12) Is a record maintained of each inspection or use of the individual's record? A microfilm record is maintained of each month's use. (13) For each data bank, please indicate how the information is collected, whether it is solicited from the individual, from third persons, or from existing records. Initial information is received from the authorizing agency. Its source is the individual or his representative. (14) What officials in your agency are responsible for determining the accuracy of information in the data bank? What provisions are made, procedurally, for deleting information found to be inaccurate or inappropriate, either on the initiative of the agency or on motion of the individual? None. Accuracy is the responsibility of the administrative agency serviced. (15) What other agencies have access to information or use of information in each data bank? Only the agency which supplied the information has access to it. (16) What states and federal agencies may utilize the data in your computerized files by coding, interfacing and other devices relating to their own computers? None. (17) What security devices and procedures are utilized to prevent: (a) unauthorized access to the data file; and (b) improper use of the information? All information must be obtained through a disbursing office where records are maintained in a secured area. Information would be furnished only to the individual himself or to one having a vested interest in the information. (18) What formal or informal arrangement does the Treasury Department have with congressional committees for the authorizing and reviewing of new data banks and the clearance of new electronic or mechanized record-management techniques? Bureau officials appear annually at Congressional Appropriation Hearings at which data bank matters are discussed. (Last hearing was held May 6, 1971.) (19-A) Have any data programs or the development of other comprehensive records systems been discussed before other congressional committees by Treasury Department representatives? No. (B) Have any been specifically approved by Congress or congressional committees? No. (C) If so, would you please supply any available testimony, or citations to such hearings? Not applicable. BUREAU OF ACCOUNTS D. MASTER FILE (PD) Date Response Prepared.-November 16, 1971 Class of File.-All Other Files File Control No.-04 File Medium.-Magnetic Tape National Security Classification.-None (1) Describe briefly the major categories of data on individuals presently maintained and stored under auspices of the Treasury Department and its agencies and the approximate number of subject individuals covered in each category. Disbursing offices under the Department of the Treasury maintain master files for the issuance of recurring bond interest payments authorized by the Bureau of the Public Debt. The master file consists of magnetic tapes containing payee records which include the name, address, account number, and amount paid to each recipient on a monthly basis. Using information supplied by the authorizing agency, the file is updated monthly to delete or add records or change information on existing records. A check is issued to each payee from the magnetic tape record on the monthly updated file. There are approximately 400,000 individuals represented on this file. (2) Under what statutory and administrative authority was each data bank established and for what purpose? Please supply copies of pertinent federal statutes, regulations and memoranda on which this authority is based and by which it is implemented. EO 6166, S4, dated 6/10/33 (5 U.S.C. 901 nt) [See Attachment 1]. Master files on magnetic tape were established under the centralized disbursing system to be compatible and interface with the data bank maintained by this major program agency. (3) Are Treasury Department controls, guidelines, or advice required by or offered to state officials and private individuals who either administer or who utilize this data-gathering program? Please supply copies of pertinent rules or advisory documents as issued by federal and state agencies. No. (4) For each category and each conglomerate of data, indicate its present state of computerization or other mechanization for access and retrieval as well as for evaluation and analysis. The master file is a simple reel of magnetic tape with recorded payment data. There are no sophisticated systems for access and retrieval of information. It is possible to mechanically search the tape to find a particular record. The data consists of complete payee records (as mentioned in No. 1 above), but is not of a nature which lends itself to evaluation and analysis. (5) Describe plans for further computerization or mechanization in each program. None. (6) In what instances would each system be utilized? By what officials and by what agencies? Not applicable. (7) For each new data storage and processing program, please describe: (a) the advantages; and (b) the extent to which it permits correlating, common storage and multi-faceted analysis of data on a scale not hitherto available. Not applicable. (8) What specific subject areas concerning an individual's background, personal life, personality and habits are noted in each data program? None. (9) Has the Treasury Department and its component agencies developed comprehensive guidelines governing maintenance of any or all the various data systems, access to them, review and disclosure of material in them, and distribution of data to other agencies? If so, please supply copies. No. (10-A) Is the subject individual or his representative notified of the fact that he is in the data bank? The individual is not notified automatically that information about him is in the data bank. (B) Is he allowed to review the data on record about him; to supplement his file; or to explain or rebut inaccurate material? Please describe the precise limitations on such rights for each restriction. Data is changed upon individual's notification to authorizing agency which determines need for change. (11) What aspects of the recorded data are available to other persons? Who, specifically? For what purpose? By what authority? None. (12) Is a record maintained of each inspection or use of the individual's record? A microfilm record is maintained of each month's use. (13) For each data bank, please indicate how the information is collected, whether it is solicited from the individual, from third persons, or from existing records. Initial information is received from the authorizing agency. Its source is the individual or his representative. (14) What officials in your agency are responsible for determing the accuracy of information in the data bank? What provisions are made, procedurally, for deleting information found to be inaccurate or inappropriate, either on the initiative of the agency or on motion of the individual? None. Accuracy is the responsibility of the administrative agency serviced. (15) What other agencies have access to information or use of information in each data bank? Only the agency which supplied the information has access to it. |